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Sunflower Project Monthly Conversion Meeting – February

Sunflower Project Monthly Conversion Meeting – February. February 25, 2010. Mock Conversion Testing. Mock 2 conversion activities are currently in process! STARS Vendors Agency Customers for 039, 173, 622, and State agency “interfund” customers

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Sunflower Project Monthly Conversion Meeting – February

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  1. Sunflower Project Monthly Conversion Meeting – February February 25, 2010

  2. Mock Conversion Testing • Mock 2 conversion activities are currently in process! • STARS Vendors • Agency Customers for 039, 173, 622, and State agency “interfund” customers • Agency Projects for 046, 143, 276, and 296 • Purchasing Contracts from 629 and Procurement Manager Plus • Bidders data from the Division of Purchases • Assets • Unredeemed Warrants from the State Treasurer’s Warrant System • STARS Cash Balances • Pending Items for 173 • STARS Open Encumbrances

  3. Mock Conversion Testing • Mock 2 Asset Conversion Results: How’d we do? • Asset files were processed for 69 of the 71 agencies participating in this conversion. Only 2 files could not be processed due to critical file layout/format errors. • 9 files contained data that was too long for the field length during Mock 2, in comparison to 30 during Mock 1. • 29 agencies with clean files that loaded all the way through with no issues.

  4. Mock Conversion Testing • Mock 2 conversion feedback is being provided to agencies this week. This feedback consists of items that must be corrected in your agency’s data before the next conversion file is submitted to the Sunflower Project on 3/8/10 for the Mock 3 (Assets Only) and Dry Run. • If your file passes Mock 2 testing with no errors, you will be notified. If there are no changes to your data, you may notify us at that time that we are to use the same file for Mock 3 (Assets) and the Dry Run. • Mock 3: Will only be conducted for assets conversion, will occur between 3/8 – 3/22. If your assets file has errors during Mock 3, you will be asked to submit a new file for the Dry Run during this time period. • Dry Run: Full sequence of cutover activities between 3/8 – 4/7.

  5. Mock Conversion Testing • Dress Rehearsal: Full sequence of cutover activities executed in the same time windows, i.e. 24x7 and weekends, in which cutover will actually take place • Files for this will be due in April. Specific dates will be communicated to agencies by conversion type. • Conversion file should be the complete set of data that you plan to convert. All active data that needs to be converted, as of the time when the file is due, should be included in file submissions. • This should include any additions/changes to the data since the last time that a file was submitted. All corrections requested by the project should be made prior to the next submission. • As deployment approaches, agencies should minimize changes to data wherever possible.

  6. Asset Conversion FileSubmission Checklist • The Asset Conversion File – Submission Checklist has been posted on the secure SMART website. • Please complete the checklist and submit with your assets conversion file. • Use the following file name: • XXX_ CNV009 Asset Conversion File - Submission Checklist_MMDDYYYY.xls(x). Agency # Date you are submitting the file

  7. Asset Conversion FileImportant Notes • Reminder: Leased assets should be excluded from your assets conversion file. • Some agencies have been contacted by the project’s Asset Management Team regarding their property assets (land, buildings, land improvements, building improvements). Please incorporate any feedback from these team members in your 3/8/10 file submission.

  8. Asset Conversion FileImportant Notes • Split-funded assets: Program will only read the data from the first line (with Interface Line Number = 1) for the following fields: • - DESCR - DESCRSHORT - CONVERSION_ID - ASSET_SUBTYPE - SERIAL_ID - TAG_NUMBER - IN_SERVICE_DT - SALVAGE_VALUE - ACQUISITION_DT - LOCATION - AREA_ID - MODEL - EMPLID - AM_AST_UD_CHAR1 - VIN - DESCR_LONG • If Fund is left blank in your conversion file, the conversion program will default the State General Fund (1000) in this field. • Enhanced edits for Department, Location, Area ID are in place.

  9. General Conversion UpdatesOnline Entry of Projects • The projects conversion is scheduled to occur on 6/9. • The INF22 Project Upload interface will start running regularly after that on 6/10. • Agencies using the HCM Time and Labor module that are not participating in the automated conversion on 6/9 will need to enter their projects online in SMART between 6/10 and 6/18 during sessions held at the Sunflower Project site. This applies to the following agencies: • 034-Adjutant General • 039-Department on Aging • 083-Attorney General-Kansas Bureau of Investigation • 171-Kansas Health Policy Authority • 264-Department of Health and Environment • 280-Highway Patrol • 300-Department of Commerce • These agencies should plan to have resources available for entry during this timeframe.

  10. Future Monthly Conversion Meetings

  11. Conversion Support • Email SunflowerFMS@da.ks.gov with questions. •  Include ‘Conversion’ in the Subject line of all emails. • Schedule Office Hours with the SMART Conversion Team. •  Email SunflowerFMS@da.ks.gov to schedule an appointment. • Attend Monthly Conversion Meetings. • Visit secure SMART website to obtain conversion materials: http://www.da.ks.gov/smart/ • Refer to Q&A’s from this meeting on the SMART website. •  Click on ‘Questions & Answers’ on the home page

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